Workspaces

What is a workspace?

A workspace is a virtual environment on Oniva where teams can collaborate and manage events efficiently. Within a workspace, you can:

• Manage authorisations: Decide who can edit specific events.
• Access reports: Gain insights into all events in the workspace.
• Set default configurations: Create standard settings applied to all events.

Workspaces form the central structure on Oniva. They optimise organisational collaboration by:

• Automating repetitive tasks
• Ensuring consistent branding
• Enabling customisable defaults

All events are assigned to a workspace, and the configurations set within the workspace are applied by default to these events. However, these defaults can be adjusted for individual events.

👉 Setting up a new workspace

Find your way around the workspace

You can edit your workspaces by accessing them via the top navigation bar. If this menu is not visible, you may lack the necessary permissions. In this case, contact your admin or our support team.

Once you open your workspace, you'll land on the workspace dashboard. From here, you can view event data and configure settings specific to your workspace.

Organisations

In the Organisations section, you can record relevant organisations, which can then be used:

• Store in the event information. Organisations added in the event information are displayed on the event website and can be contacted by guests.
• As contact details for payment receipts in the event settings.

Categories

Under categories, you can create custom subgroups for the workspace. These categories are available in event libraries for navigation and filtering.

Venues

The venues section allows you to define general venues for the workspace. If you wish to add multiple venues, you can upload a list using the import feature. This simplifies event configuration and ensures data quality.

Media

Here you can store general images and other media for the workspace, such as logos, attachments, and mood images. This simplifies the creation of events using standardised image files.

Notifications

Set up notification rules that are automatically triggered by event bookings, cancellations, or other actions. All new events in your workspace will inherit the workspace’s notification settings by default, which can then be overridden on the event level. See the article on notifications for more details.

Subpages

Subpages are only available with an activated event libraries. They allow you to create custom pages, such as terms of participation or other event-related information.

Bookings

The bookings section enables cross-event exports. After defining parameters (e.g., date range or event status), the export is provided as an Excel file. If the export contains more than 150 rows, a download link will be sent via email.

Form templates

Form templates are predefined groups of form fields for registration forms & additional queries, deregistrations, or accompanying persons. They can be used in the events of a workspace, so standard fields do not need to be created individually for each event.

In the workspace settings, a default form can be defined, which will be used in all new events.

Settings

The workspace settings allow you to configure basic settings for all events within the workspace.

• Image: Displayed as the cover image in the event libraries or as the title image if the library is activated.
• Branding: Customise branding settings, including logos, colours, and fonts for all events.
• Email template: This defines the layout of all event notifications, such as booking confirmations.
• Emails: In Oniva, a default email sender address is stored for each workspace for sending emails. New sender addresses must be added by the tenant admin in the tenant settings.
• Languages: Define the default language for all events within the workspace.
• Delivery notes: If activated, admins can download delivery notes per booking. These are useful for shipping tickets or other booked items via mail.

Event default settings

• Show guests, comments, E-tickets and bookings on request: Default enablement of guest display, comments, e-tickets, and on-request bookings for all events. These features can be toggled individually at the event level.
• Default registration form: Define a standard registration form for events in your workspace. The form is automatically applied to new events and can be adjusted if needed. If no custom form is defined, the Oniva standard form is used (except for account-based registration).
• File attachments: Configure attachments as registration conditions or booking confirmation add-ons. For instance, add your privacy policy here.
• Additional Booking Queries: These queries are prompted per booking rather than per contact. If a contact makes multiple bookings, they must re-enter this data. These settings cannot be disabled per event.